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Attendance Payment Guidelines
Automatic payment for child care attendance will only be made to Providers. Should a parent be elected to be paid, this will be accomplished through CheckWriter. The ability to change the selection should be a grantable function available to the Subsidy Accountant and Subsidy Manager only.
The Payment Processor is to be run every two weeks.
The Payment Processor is to select all payments in "Approved for Payment" status.
The Payment Processor will compute the payment amount for all payments not entered on the CheckWriter.
Attendance days marked V (child vacation) in excess of 10 per fiscal year will be subtracted from the payment amount.
All licensed and registered providers (not LECC) are entitled to 15 days per fiscal year which will be paid without services being rendered.
Last day of eligibility is the day before the child's birthday of either 13 or 19 (special needs) as appropriate.
A provider must have a rate agreement entered into the system which covers the period of payment or no payment will be made.
A VISION ID must be present for acceptable payment processing. If no VISION ID is present, this transaction should be contained in an error file with the appropriate error explanation.
Attendance should be submitted within 60 days of the end of attendance period.
School age children whose subsidy parent has a full time service need, but who usually attend part time due to school, may have full time attendance entered as necessary during the periods specified as Winter Break, Summer, Christmas Holiday, and Spring Break
Individually occurring school holidays, snow days, etc. will not be paid above their normal care level.
Once the Payment Processor has completed, the Payment Status of the individual items should be changed from Approved for Payment to Processed, unless the item was not successfully processed in which case its status would be changed to Error.
The Payment Status of an item will not be changed to Paid until the return file has been received from Vision indicating a successful payment.
For clients who are not Protective Services, Family Support, IV-E Adoption, or Reach-Up, pay the applicable State rate or Provider rate, whichever is less.
If a children's change in age affects the Age Category, change the rate effective the beginning of the two-week attendance period following the birthday.
Protective Service Status renamed to Special Services Status and is applicable for both Protective Services, Family Support and Special Needs children.
Starting with the day after a provider's Special Service Status changes from Yes to No, no payment can be made for any Protective Service, Family Support, or special need children still in that facility.
100% of the appropriate State rate is paid for PATH, Family Support, IV-E Adoption, and Protective Service clients.
The additional percentage payment for special needs children is 15%.
The additional 15% for special needs is only paid for the appropriate clients enrolled at providers who have the Provider Special Services Indicator checked.